UTS Library

Using EndNote

We have compiled a few basic steps to help you get started with EndNote. For more information about how to use EndNote you can consult the Library's Guide to EndNote handout (for Windows or Mac). You can also get help with referencing at any time via the Ask a Librarian page.

We also have a YouTube playlist for EndNote, featuring online versions of our introduction to EndNote classes and more:


You can also visit the EndNote Help page which has a broad range of tutorials and FAQ's to help you use EndNote efficently and effectively. For problems with EndNote's tools in Word, please check EndNote's help for Windows or Mac.

Getting Started

Once you install EndNote, you will need to create a new reference library. To create a new library, click on File, New. Give the library a name, select a location (which should be a USB or portable hard drive if you want to use it on more than one computer), and click on Save.

Whenever you use EndNote it will automatically try to open the library you used most recently on your current computer. To open a different library, click on File, Open. It is also possible to store EndNote libraries in cloud-based services such as Dropbox. EndNote has its own cloud-based service: see EndNote Online for more information.

Creating a backup copy of your EndNote library

Do this regularly! The best way is to click on File (in EndNote’s menu bar), then Compressed Library. Create your compressed library (ie your backup) with File Attachments and (normally) from All References in Library. Choose where to save the backup (not on the same computer!). It’s a good idea to add the date into the name of the backup, and possibly a word such as backup. A compressed library is a single file containing both your EndNote Library and its associated .Data folder that contains any attachments.

Adding Content

  • Click on the New Reference icon (or click on References, New Reference; or click Control+N/ Command+N). This brings up a new reference template.
  • Use the dropdown menu at the top to choose the appropriate Reference Type.
  • Type in, or paste, the details of your reference. Leave as many sections blank as you wish.
  • When adding Authors or Editors:
      • Always add the family name first, then a comma, a space, and then first name(s) or initials. If there is more than one author or editor, each author must be on a separate line.
      • Add all authors: your chosen reference style will know how to abbreviate lists of authors.
      • If an author is an organization, eg Department of Finance place a single comma after the last word of the organisation’s name, eg Department of Finance,
  • Close and save the new reference. You’ll now see it in your reference library.
  • To delete a reference, select it and use the delete key. Deleted references are placed in Trash.
  • You can recover these if needed by dragging them from Trash back to All References.

Adding from Databases

You can often add your citations directly from a database to EndNote. From your list of search results in the database, click on the export or download link or icon (usually located near email, print etc.). There is a page of instructions with how to do this for various databases (including Google Scholar) in the Library's Guide to EndNote handout (Windows or Mac).

Once you have selected the export link you will be given a range of options to choose from and you will need to select EndNote or RIS format.

The citation should automatically download into EndNote, or (if using Chrome, or on a Mac) into your downloads folder; you will need to open this file. This works best if your EndNote library is already open, but if EndNote isn't already open it will open automatically.

Make sure you double check all imported references to make sure they are formatted correctly!!! This is an extremely important part of the process as imported references may not also be 100% correct (you'll sometimes need to correct for missing years, titles all in upper case, missing journal volume, issue or page numbers, etc). Any uncorrected errors will show up later in all your reference lists!

Connecting to the UTS Library Catalogue

The Library Catalogue now contains an option to export to RIS.

1. When you look up a book or article in our catalogue. Click on the title.
2. You should see a list of export options listed under a heading named Cite or Save. Click the 'Export RIS' button
Cite or Save


3. A pop up window will open saying 'encoding'. Click the blue download heading under in the pop up box.

4. An RIS file will download from your web browser.

RIS export
5. Click on the RIS file. Your reference should then open in EndNote. 

6. If you are using a Mac and the file doesn't automatically open, watch this YouTube video for the method to make it open automatically in future.

Alternatively, you can download the UTS Library connection file to search the library catalogue within EndNote:

  1. Click on UTS Library EndNote Connection, and follow the instructions above to save and open the connection file.
  2. When you open the file, EndNote will start and you will see some details about the connection file. Click on File, Save As.
  3. The filename will be something like UTS Alma (the name of our catalogue software). Either keep this name or rename it to just UTS or some other name you prefer. 
  4. Then click on Save and close the connection file window.
  5. With your EndNote library open, look for the icon labelled Online Search Mode and click on this.
  6. Click on More... in the Online Search section and select UTS Alma (or whatever other name you called the file) from the list. You'll then see search options and these will allow you to search the UTS Library catalogue. Search results are displayed below the search window.
  7. Search results are not automatically added to your EndNote Library in Online Search Mode. To add them to your library, select the results you want and click on the Copy to Local Library icon (this will be near the Online Search Mode icon). Click on the Local Library Mode icon (next to the Online Search Mode icon) to return to your EndNote Library. Click on the Online Search Mode icon to return to your search results.
  8. On some Macs, if you don't see the U Technology Sydney file in the list when you click on More..., open your Applications folder, then EndNote version. You'll see a folder called Connections. Drag your saved connection from the Downloads folder onto this Connections folder. Go back to EndNote and you should see it in the list when you select More...

Connections to some other Australian library catalogues can also be restored, but some libraries do not have working connection files.

Attaching PDF's

If you already have the reference for a pdf in your EndNote library, drag the icon of the saved pdf file and drop it onto that reference in the library. (This actually works for files of any format, not just pdf).

Alternatively, right click on the reference you want to attach the file to (on a Mac, Control + click), and choose File Attachments, Attach File ... Choose your file and then click on Open.

  • A paperclip symbol appears next to each reference with an attached file. (You may need to open and then close the reference to see this paperclip). To open an attached file, select the reference and click on the Open PDF icon in EndNote's Attached PDFs panel.
  • You can attach more than one file to a reference. You can see which files have been attached to a reference by opening the reference and scrolling down to the File Attachments field. You will see icons for any attached files. Clicking on an icon will open its file. Deleting an icon deletes the attached file it represents.
  • Once a file is attached, you no longer need the saved original: attaching a file copies and stores it in the associated .Data folder that was automatically created when you created your EndNote library. This folder contains all your attached files (so it is very important!) and is filed with its associated library. The .Data folder is automatically backed up when you use File, Compressed Library to create a backup copy of your reference library (see above).

Importing PDFs

If you have saved pdf files but do not yet have references for them in your EndNote library, EndNote allows you to import these directly into your EndNote library, automatically creating an EndNote reference from data in each, and then attaching the pdf to it. This can be done for individual files, or for a whole folder of saved pdfs.
However, the original pdf must be in a format that allows EndNote to extract citation data, and unfortunately many pdfs are not in this format. If not in the right format (for example if your pdf is a scanned document), the reference that is created will have mostly empty fields and these will need to be filled out by you manually, with data from the attached pdf. If this happens, and your pdf has a DOI, you can use References, Find reference updates to correctly populate the empty fields.

  • In EndNote, click on File, Import. If using Windows, choose File... or Folder... Then select an individual pdf file or folder of pdfs, set Import Option to PDF, and click Import.
  • If using a Mac, select the file or folder you wish to import, set Import Option to PDF File or Folder, and click on Import.
  • You’ll see the new reference(s) in your library, each with its pdf attached. (Note that if the pdf is not in a compatible format the references will have almost all fields empty, see above).
  • A short cut for the above is to drag the icon of the pdf onto the Preview area at the bottom of the Library window.

From SFX

If you have references in your library but no saved pdf files, you can get EndNote to find and attach the pdfs, if UTS Library subscribes to a database that contains the required pdf. Note that this process only really works for journal article references.

  • Click on Edit, Preferences (on a Mac, EndNote version, Preferences).
  • Select Find Full Text from the list of preferences on the left of the preferences window.
  • In the Open URL Path box, type: https://search.lib.uts.edu.au/discovery/openurl?institution=61UTS_INST&vid=61UTS_INST:61UTS&
  • In the Authenticate with box, type: https://sso.lib.uts.edu.au/cas/login

Then click on Apply and OK or Save. If you now right click (on a Mac, Control+click) on a reference (or several selected references) in your EndNote library and choose Find Full Text, EndNote will search the library’s databases for full text and (if successful) attach pdfs to the selected references. You can also use the Find Full Text icon in EndNote’s menu bar to do this.

Sharing Libraries

EndNote allows you to share an entire library or a selection of references with up to 100 people.

To do this, you must have an EndNote Online account. Information on how to create an EndNote Online and sync it to your EndNote desktop software can be found in EndNote Online.

Once you have an EndNote Online account and have synced it to your desktop software you are ready to share. First select your references – either all of your library…

Sharing Libraries in EndNote - Image 1 

 …or a selection (in this case references assigned to a group)

Sharing Libraries in EndNote - Image 2  

Once you have selected the references you want to share click this icon within EndNote

Sharing Libraries in EndNote - Image 3 

A pop up window will open. Enter the email addresses of the people you want to share with in the Invite More People area.

Sharing Libraries in EndNote - Image 4  

You will also be asked to set their permission status – Read & Write (which will allow them to edit references and add new ones) or Read Only, which will allow them only to view the references.

EndNote gives you the option of sending a message along with your invite (the invite will go to their email account).

Press Invite to complete the process.

Sharing Libraries in EndNote - Image 5  

Once the invite is accepted, name of the person(s) you are sharing with and their editing status will be displayed at the top of the pop up window that opens when you press the share button.

Sharing Libraries in EndNote - Image 6  

When you are sharing your library a new button will also appear next to the share button in EndNote:

Sharing Libraries in EndNote - Image 7 

This button will notify you of changes and additions made to a library with shared editing privileges.

Sharing Libraries in EndNote - Image 8  


EndNote for Law

If you are using EndNote with AGLC you can view the below Study Guides for help:

EndNote Law: Install

EndNote Law: Citations

EndNote Law: Tips

Merging Word documents together

If you have several Word documents, each with inserted EndNote references and an EndNote-generated bibliography, you can merge these together by following the instructions below. This will create a single Word document with a single bibliography at the end that is generated from all the in-text citations.

  • Make backups of all the Word documents!
  • Create a blank Word document, This will become the final document.
  • Open the first Word document that you want to merge, and in the EndNote tab click on Convert Citations and Bibliography, then Convert to Unformatted Citations. You'll see the bibliography disappear, and all the in-text citations are converted to a format like {Smith, 2018 #135}.
  • Select and copy all the text in the document (use Control + A, then Control + C. On a Mac use Command instead of Control). Paste the text into the blank document.
  • Repeat for the second Word document that you want to merge, pasting it after the text of the first document. Repeat this for all the separate Word documents that you want to merge.
  • The blank document that you created earlier should now contain the text of all your separate Word documents, in the correct order, plus all the unformatted citations. Now in the EndNote tab, click on Update Citations and Bibliography. This restores the citations to their proper in-text format, and regenerates a full bibliography from them at the end of the document.

Finding Full Text

EndNote has 2 options to help you find papers for the references in your library:

Find full text

The first uses the references in your library to search for full text PDF attachments. If the find full text function finds them, they are automatically attached to your reference. If the function cannot do this but can find a url to the article it will import that into the URL field of the reference instead.

To activate find full text:
Edit-> Preferences->Find Full Text
Go to the Authenticate with URL field and paste in the line below:

The find full text function can search for up to 250 references at a time. Once you have set up the authenticate with URL option, select references and either do right click > find full text or highlight references and press the find full text button Find full text .
The success of this process is quite random - you probably won’t end up with attachments for more than a small percent of the articles you are searching for.

Open URL link

The open URL link function lets you use the Library’s SFX software to search the Library’s subscription for the full text copy of a reference EndNote library. If this process is successful you will see the article on the internet, but it won’t be automatically added as an attachment to your reference.

To activate Open URL:
Edit-> Preferences->Find Full Text
Go to the Open URL Path field and paste in the line below:


The OpenURL function works on one article at a time. To launch the function highlight the reference and right click mouse-> Open URL-> OpenURL link.

This option works on journal articles with a library subscription as well as most electronic books retrieved from the Library Catalogue.

Using EndNote for Systematic Reviews

Researchers in the health sciences field often conduct systematic reviews of the literature in their chosen field, which requires the downloading of large numbers of records from databases. To assist you in your work, the library has compiled a table describing the maximum amount of records you can download from the primary health databases:

Cinahl (Ebsco)Medline, Embase and PsycInfo (OVID)CochraneScopusEmbase (Elsevier)Web of ScienceInformit
200*500 no limit2,000 10,000500200

* Cinahl can also email a link to download up to 25,000 records

If you'd like to know the method for downloading these amounts of records, please refer to our step by step guide.

Opening .RIS and .ENW files on a Mac

This video will show you how to teach your Mac to open EndNote referencing files such as .ris and .enw automatically.

Term Lists and Journal Abbreviations

Some reference styles require full journal names, while others require abbreviated journal names. Most databases provide the full journal name, but some such as PubMed provide abbreviated names. Using term Lists allows EndNote to automatically select the correct journal name format for each reference style, regardless of which format is in the Journal Name field of the references in your EndNote Library.

The beauty of this is that you can have a mixture of abbreviated and full journal names in your EndNote library, but when you create a reference list in Word the journal names will either be all full names, or all abbreviations, depending only on which referencing style you have selected.

To set up your term list:

  • In EndNote, go to Tools, Open Term Lists, and select Journals Term List.
  • Click on one term, and press Control+A (Command+A on a Mac) to highlight all terms. Then click the Delete Term button to delete all terms. (This seems scary, but it is totally the right thing to do!)
  • Click on the Lists tab and highlight the Journals list.
  • Click Import List, and select the list most suited to your field of research. On a PC you may need to follow the path: Computer, Local Disk (C:), Program Files, EndNote version, Terms Lists. On a Mac the path is: Applications, EndNote version, Terms.
  • Click on Open. This will install your term list. You can only have one term list installed at a time; but you can delete and replace term lists by repeating the steps above.
  • If you click back on the Terms tab you'll see the full list of names and abbreviations. You can edit terms, or add new terms, if you wish.
  • Close the Term Lists window. If you now edit your style (Edit, Output Styles, Edit "your style") and select the Journal Names option, you can choose whether you want the Full Journal Name, or Abbreviation 1 (this is the abbreviated title with full stops) or Abbreviation 2 (same abbreviations but without full stops) to be dispayed in your reference lists. EndNote will automatically check what you have in the Journal Name field of your references in EndNote, and replace in your reference list if required.
  • Note that what you have in the Journal Name field of each reference must match EXACTLY what is in the Term List. So always check each reference in the Preview panel in EndNote: if you notice a journal title that is not being changed as expected, you will need to either (a) check the spelling in the Journal Name field exactly matches the spelling in the Term List, including punctuation; or (b) you may need to add the journal title and its abbreviation to the Term List; or (c) ensure you have the correct reference style selected and that the style has been edited so the correct abbreviation is selected in the Journal Names section, as in the previous dot point.